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HomeMy WebLinkAbout1986-03-04 Minutes66.1 MINUTES OF A MEETING OF THE FAYETTEVILLE BOARD OF DIRECTORS A regular meeting of the Fayetteville Board of Directors was held on Tuesday, March 4, 1986 at 7:30 p.m. in the Directors' Room of City Hall, 113 West Mountain Street, Fayetteville, Arkansas. PRESENT: Mayor Noland; Directors Bumpass, Hess, Johnson, Martin and Orton; Acting City Manager Murphy, Department Directors Burch, Coates and Linebaugh, City Attorney McCord, City Clerk Kennedy; members of the press and audience. ABSENT: Director Lancaster CALL TO ORDER 66.2 The Mayor called the meeting to_ order, with. six Directors present, and asked for a moment of respectful silence. CITY MANAGER'S REPORT .Safety. 66.3 Acting City Manager Murphy presented the monthly report to the Board and the public. On the issue of safety, Murphy reported there was one accident in the last month during a fire fight, which did not result in an injury. Murphy reported that today OSHA had conducted a day -long safety program for supervisors. Murphy reported that each department head would begin a safety program immediately, setting the goal of reduction of the incidents. rate. 66.4 66.5 Supervisory Training Murphy reported that supervisory training was concluded in the last month, with a report to be presented under Other Business. Highway 265 Connection to Downtown Murphy noted that a map was displayed in the City Clerk's office showing the alternate alignment locations for a proposed route connecting downtown with Highway 265, and that the engineer's report was available for study in the City Manager's office. Murphy noted that citizens have visited City Hall to view the report and the map. March 4, 1986 Final Census Results Murphy reported that the official census results were received on February 26, showing a total population of 39,641. Grant Activities 67.1 Murphy reported that the Arkansas Department of Pollution Control 67.2 and Ecology notified the City on February 10 that the third phase grant was forthcoming for the .Wastewater Treatment Plant project, partial funding was approved by Congress, and the City can expect a grant of approximately $2,454,000. Necessary revisions in the phase three grant application are currently being made by CH2M Hill and McClelland Engineers, and advertising for sludge management site con- struction bids will follow shortly after the grant is received. Murphy reported the City has written to EPA requesting a delay on the start of construction of the Mud creek outfall until the challenge to that part of the permit by the State of Oklahoma is resolved. (In 'answer to a question from Director Johnson, Administrative Services Director Linebaugh stated that, with this latest grant, the total amount received for this project will be approximately $17.5 million.) Reorganization Murphy reported that a cross training program is being conducted for 67.3 crews in the Water, Sewer and Street Divisions of the Public Works Department. Murphy reported that plans have been completed for the following maintenance projects: Dickson Street radius, widening northwest corner Mission & North Street turn lane and traffic signal (to be sent to Highway Department for review and approval) Mission Street sidewalk, plans completed and permit approved Briarwood curb and sidewalk replacement completed Fourth Street sidewalk 75% complete School Street overlay project bids to be opened on 3/24/86 Duncan Street general maintenance nearing completion Murphy reported that all employees of the Public Works Department 67.4 have begun to wear the same uniforms, a new policy being enforced. ACT 9 BONDS/SUPERIOR INDUSTRIAL INT'L The Mayor introduced a resolution authorizing the Mayor and City Clerk to execute a Memorandum of Intent with Superior Industrial International, Inc., for the issuance of up to $9.5 million in Act 9 Industrial Develop- ment Revenue bonds for financing the costs of acquiring and equipping manufacturing facilities. The Mayor explained the proposal is to 67.5 67 March 4, 1986 68.1 acquire the Winamac Plant in the Fayetteville Industrial Park which was recently closed and to equip the facility to manufacture automobile wheels; that the company anticipates that 250 people will be employed within the first 12 months of operation and that 500 people will be employed by the end of the second operating year. 68.2 Dale Christy, Fayetteville Chamber of Commerce President, pointed out that a Memorandum of Intent would merely give the project a starting point as far as its ability to accumulate costs which can be attributed to the bond issue if, in fact, bonds are issued. Christy stated he had just received the company's 1984 annual report to be distributed to the Directors. Christy stated bond counsel and underwriters had advised that financial statements are in order for a bond issue of this magnitude. Christy reported the company anticipates being in production by mid-October of 1986. 68.3 In answer to a question from Director Bumpass, Christy stated it was anticipated that a high percentage of employees would come from the local labor force, with average metal -working industry wage rates of $7.40 per hour, and an anticipated annual payroll of about $3.8 million. 68.4 Director Bumpass made a motion to grant the Memorandum of Intent for these bonds for the purposes stated, commenting that his motion was made based on conversations he had with Christy and Roy Clinton and based on information furnished the Board concerning the preliminary Memorandum of Intent. The motion was seconded by Director Hess. 68.5 The Mayor pointed out that it is still unclear what impact the recent Arkansas Supreme Court ruling will have on this bond issue but that the Memorandum of Intent would be a preliminary step. Christy stated that, if an election is required, that issue can be addressed at a future date., 68.6 Director Johnson commented that she would prefer receiving financial statements in writing, as well as the company's responses to the criteria set forth by the Board, before issuing the bonds. 68.7 In answer to a question from Director Martin, the City Attorney informed the Board that industrial revenue bonds which were issued to Norris Industries to construct the Winamac plant have now been redeemed. Martin remarked that the City should do everything it can to attract this industry but agreed that more financial information would be helpful. 68.8 Director Martin asked if there was any urgency to taking action at this time. Christy commented that the market is competitive, with many empty manufacturing buildings for sale in the area. March 4, 1986 McCord explained that the Memorandum of Intent would enable the company to incur a contractual obligation which can be recouped out of bond proceeds but, in the absence of the resolution, any obligation incurred could not be recouped out of bond proceeds. McCord explained that if the Board is not satisfied with the financial stability of the company to repay the bonds with no significant risk of default, this does not obligate the Board to issue bonds. McCord added that, in view of the recent Supreme Court decision, it appears there will be an election required and voter approvalmust be obtained before industrial revenue bonds for this or any similar project can be issued. McCord also pointed out that included in the agenda was a February 26 letter from W. J. Williams, of the Wright, Lindsey & Jennings firm, addressing the Board's criteria for considering the issuance of Act 9 bonds. 69.1 Upon roll call, the motion passed, 6-0, with Director Lancaster absent. 69.2 Director Bumpass asked that a letter of endorsement from the Fayetteville Chamber of Commerce and a News Release from Superior Industries containing financial information be included as an addendum to the agenda. RESOLUTION NO. 29-86 APPEARS ON PAGE 332 OF ORDINANCE & RESOLUTION BOOK XXIII REZONING/OLD FARMINGTON & HWY. 62 The Mayor introduced an ordinance rezoning 0.49 acres at the northeast corner of Old Farmington Road and Highway 62, from A-1, "Agricultural", to R-0, "Residential Office". 69.3 69.4 The City Attorney read the ordinance for the first time. Director 69.5 Bumpass, seconded by Johnson, made a motion to suspend the rules and place the ordinance on second reading. Upon roll call, the motion passed, 6-0. The City Attorney read the ordinance for the second time Director Bumpass, seconded by Johnson, made a motion to further suspend the rules and place the ordinance on third and final reading. Upon roll call, the motion passed, 6-0. The ordinance was read for the third time. The Mayor asked if anyone in the audience wished to speak against 69.6 the ordinance. No public opposition was expressed. Director Bumpass asked if the petitioners felt that conversion to a residence would be impractical or that rezoning to Residential -Office would be more financially rewarding. Ken Rader, speaking for the petitioner, explained that there is a church building on the property which would not lend itself to a residential use. Rader said they opted to go with the recommendation of the Planning Commission to rezone the property to Residential -Office. 69.7 69 March 4, 1986 70.1 Director Hess did not speak in opposition to the rezoning, but commented that he did not understand why the city's Land Use Plan shows commercial use along Highway 62, from the Bypass to the area of One Mile Road, changing along the Highway to Medium Density Residential and then back again to commercial use: 70.2 Upon roll call, the ordinance passed, 6-0. ORDINANCE NO. 3171 APPEARS ON PAGE 502 OF ORDINANCE & RESOLUTION BOOK XXIII LANDSCAPE ORDINANCE 70.3 The Board considered a request from the Planning Commission's Landscape Committee for Board input regarding a proposed draft of a landscape ordinance which would impose landscaping requirements for developers. 70.4 Director Johnson pointed out that a letter to the Board from George Faucette, Jr. refers to a specific landscape ordinance. C.D. and Planning Director Carlisle explained that the ordinance referred to by Faucette was drafted by a former Landscape Committee and is not under consideration by the present Committee. Director Hess, member of the current Landscape Committee, explained that ordinance is only being used for reference, as it contained too many restrictions and too much specificity. Hess stated the committee has discussed the fact that, during the large scale development or subdivision process, landscaping proposals could be requested of developers before approval of a large scale development or a subdivision. Hess stated there was a basic suggestion for a recommended, but not restricted, list of trees which could be planted. 70.5 Mayor Noland suggested that, since Faucette has some misunderstanding regarding what the proposed ordinance would contain, he should be invited to the next meeting of the Landscape Committee. 70.6 Director Hess pointed out that the proposed ordinance would apply only to commercial developments, and not to residential housing. Hess added that there is a question about whether it should apply to multi -housing developments. 70.7 Carlisle explained that the city ordinance currently requires commercial developments at a 25 foot setback to have 10% landscaping in the setback area. 70.8 In answer to a question from Director Martin, Hess responded that in his opinion the Landscape Committee does not envision there being a list of "restricted" trees which could only be cut down with a tree removal permit. Martin stated he supported the idea of landscaping • March 4, 1986 but expressed concern that in the effort to encourage landscaping, 71.1 impediments may be placed in the way of developers, including additional costs in having to build around certain restricted trees. Martin asked if there was legal precedent for imposing such requirements on property owners. The City Attorney stated that, if there was a majority consensus of the Directors to pursue the possibility of an ordinance which would prohibit the removal of certain trees, he would research the authority of a municipality to enact that type of legis- lation. McCord stated he was aware of certain communities which do have that type of ordinance. Hess stated he thought the intent was to build in an incentive to 71.2 save as many trees as possible before construction takes place. The City Attorney stated there was no question but that an incentive -type ordinance would withstand judicial scrutiny, but there is a question as to the extent to which the Board could legislate the prohibiting of removal of certain trees. Julie Nash, Landscape Committee member, pointed out to the Board that there presently is no draft of a landscape ordinance. Nash stated it is the consensus of the committee to hold a public hearing before an ordinance is drafted. Nash stated the committee simply is asking for direction from the Board at this time. Director Orton asked if the committee had considered the question of landscaping requirements which would require a certain percentage of property to be landscapedrather than hard -surfaced. Orton pointed out that such requirements might help control runoff of water after rain which contributes to the deterioration of the streets. Nash commented that the best place to begin with a landscape ordinance was with tree preservation, before considering other organic ground covers. Mayor Noland asked that interested citizens send their input on a landscape ordinance to Julie Nash at City Hall. 71.3 71.4 71.5 Director Orton made a motion to approve the following statement of 71.6 support requested by the Landscape Committee: We, the Board of Directors of Fayetteville, Arkansas do hereby support the addition of organic landscaping materials to all future building and expansion of properties of all zones. We encourage our City government to include landscaping in all planned government developments. The motion was seconded by Director Hess. In answer to a question from Director Johnson, Nash explained that "organic landscaping materials" would be defined as "not plastic, rock, or gravel": 71.7 Director Martin stated he would not be able to vote for a resolution 71.8 endorsing a landscape ordinance without knowing the thrust of the March 4, 1986 72.1 ordinance. Director Orton stated she thought the statement_of support was meant to be general in nature. After further discussion, Directors Orton and Hess agreed to eliminate the wording 'of all zones'. Upon roll call, the motion passed, 4-2, with Johnson and Martin voting against the motion. RESOLUTION NO. 30-86 APPEARS ON PAGE 341 OF ORDINANCE & RESOLUTION BOOK XXIII EASEMENT VACATION/KANTZ & EAST OAKS 72.2 The Board considered a request for an ordinance vacating a portion of an easement located on property at the southeast corner of Kantz Drive and East Oaks Drive. The. Mayor explained that the overhang of an apartment building encroaches 3.3 feet over the easement. 72.3 Jim Lindsey, speaking for the request, explained that the infringement was discovered when a survey was conducted for title insurance purposes. Lindsey added that he would request a hearing from the Board of Adjustment because of the fact that the overhang encroaches into the setback. 72.4 The Mayor noted that written waivers of encroachment had been submitted from all utility companies and that the Planning Office has recommended vacation of 3.3 feet of the easement. 72.5 Director Hess stated he thought this was a matter of carelessness, in that it appeared that measurements were made to the wall of the building rather than to the overhang. Hess stated he did not think there were enough people paying enough attention to the City's ordinances. Hess asked if the city could legally impose a fine for each day that a violation exists. The City Attorney explained that a court would consider the fact that the City Inspector had issued a Certificate of Occupancy for the building. He added that it was true that each day is a separate offense in the case of a zoning violation. 72.6 The City Attorney read the ordinance for the first time. Director Bumpass, seconded by Johnson, made a motion to suspend the rules and place the ordinance on second reading. Upon roll call, the motion passed, 6-0. The City Attorney read the ordinance for the second time. Director Bumpass, seconded by Johnson, made a motion to further suspend the rules and place the ordinance on its third and final reading. Upon roll call, the motion passed, 6-0. '72.7 Director Bumpass expressed concern to Acting City Manager Murphy regarding - the City's inspection procedures. Bumpass added that he did not think it appropriate to punish the owners of the building. • 11 f.. March 4, 1986 Upon roll call, the ordinance passed, 5-1, with Director Hess voting 73.1 in the minority. ORDINANCE NO. 3172 APPEARS ON PAGE 504 OF ORDINANCE & RESOLUTION BOOK XXIII Director Hess asked C.D and Planning Director Carlisle to research 73.2 the history of the situation. Carlisle responded that there have been several instances lately where such encroachments have been dis- covered, because of surveys being required for title insurance purposes. Carlisle also explained that the building permits are issued in accordance with a plat submitted by the owners. She added that the builders are informed of the required setbacks and it is then up to them to abide by the requirements. Carlisle explained that the inspectors are not expected to conduct surveys, but must take the word of the builder as to where the property line is located, before measuring the setback. Director Hess pointed out that the inspector can refuse to conduct an inspection unless property stakes exist or unless footing lines are clearly marked. [Just prior to the adjournment of this meeting, Director Hess asked 73.3 Acting City Manager Murphy to make sure he receives a report as requested above, including information regarding who made the inspections. Hess asked that Murphy or other appropriate staff conduct some investi- gation into the Planning Office or the Inspection Department to find out why this.is a continual problem. Hess stated he saw no need for it to be a continual problem, that there ought to be some fairly simple method to measure the setback to make sure it complies with requirements before construction begins.) EASEMENT VACATION/1740 OVERCREST The Mayor introduced a request from Monroe Harrison for an ordinance 73.4 vacating an easement located on property at 1740 Overcrest. Mr. Harrison was not present to speak for the request. The Mayor explained that Harrison wishes to vacate a 15 foot easement at the rear of his property and proposes to give the City a 16 foot easement which was recently deeded to him and which runs adjacent to the easement he proposes to be vacated. The City Attorney read the ordinance for the first time. Director 73.5 Bumpass, seconded by Hess, made a motion to suspend the rules and place the ordinance on second reading. Upon roll call, the motion passed, 6-0. The ordinance was read for the second time. Director Bumpass, seconded by Hess, made a motion to further suspend the rules and place the ordinance on its third and final reading. Upon roll call, the motion passed, 5-1, with Director Johnson voting in the minority. March 4, 1986 74.1 The City Attorney stated that, in discussion with Harrison, he learned that the property line actually extends further than reflected on the plat, and that Harrison had obtained a Quit Claim deed to an additional easement. McCord explained that the vacation of the 15 foot easement would allow Harrison's property line to be relocated to the boundary line of the new easement which he has obtained. 74.2 Director Bumpass stated he thought the easements were located alongside property which is being developed and he wondered if the easement would be necessary at some time in the future. 74.3 Director Johnson pointed out that no letters were on file from the utility companies regarding the easement proposed to be vacated. Director Bumpass suggested the request be tabled until additional information is obtained. 74.4 Director Johnson, seconded by Bumpass, made a motion to table the request until the standard letters are received from utility companies indicating that they have no need for the easement. 74.5 Director Bumpass asked if information could be obtained regarding how the subdivision to the north abuts against the side of Harrison's property where the vacation is proposed. 74.6 Upon roll call, the motion passed, 6-0. STREET COMMITTEE REPORT 74.7 Director Orton reported on Street Committee meetings held on February 21 and 26, 1986. 74.8 Orton reported that telephone company relocation costs for North Street improvements west of Gregg Street have been reduced from $300,000 to $80,000, and that the Street Committee recommends proceeding with the project. Orton reported that the telephone company can begin work by May 1, at which time the street would be closed. Orton reported that the utility relocation should take about 90 days but the project itself will probably take until the first of next year to complete. 74.9 Murphy stated it was possible to keep one lane of traffic open but the telephone company has said it would expedite the work if the street could be completely closed. Murphy said that Fire Chief Jackson has said that the closing of the street would not create a problem for emergency vehicles. Mayor Noland explained that the Traffic Department is working on proposals for detours. 74.10 Director Orton reported that the Street Committee discussed the widening of the narrow portion of Appleby road east of Gregg Street. Orton March 4, 1986 stated the committee recommended that only preliminary work be done 75.1 on this project at this time. Orton reported that the cost of preliminary work, including necessary drainage work, if it were done in-house, would be $19,481. Murphy commented that, since the time of the Street Committee meeting, the staff has had an opportunity for the Public Works Director and the City Engineer to further review the project, and other alternatives have been suggested. Murphy suggested the Board delay taking action on the project cost at this time until the additional alternatives can be considered by the Street Committee. 75.2 Dave Randle, owner of Ranco Building Supply on North Street, told 75.3 the Board that the closing of North Street would put him and other business owners in the area such as Dennis Tune, Jack Burge and Mike Hopkins out of business. Randle asked why the city did not proceed with obtaining other condemnations and create a bypass so that the route can remain open. The City Attorney stated he had been contacted by legal counsel for 75.4 one of the other business owners on North Street regarding this problem. McCord said he was assured by the city's Traffic Superintendent there would be a detour route kept open so that businesses along the road would not be cut off from their customers during the construction process. Director Bumpass agreed that a lane of traffic must be left open during construction. Bumpass added that the City might be better off doing the project rather than the Highway Department. Director Martin asked the staff for further information regarding alternative proposals for the Appleby Road project. Murphy explained that one alternative is to extend the existing drainage pipe on each end and fill in each side to make a driving surface of approximately 20 feet, to be done on force account at a cost of about $2,000. Murphy stated this would be a "band-aid approach" and would not solve the sight distance problem. Murphy explained the other alternative would be to make all necessary improvements, including the finished driving surface, by contract, at an estimated cost of about $70,000. Murphy noted that there appears to be available funds due to reduced costs for the North Street widening project. Director Orton announced that, at the next Planning Commission meeting, a date will be set for a public hearing on the proposal to extend Highway 265 to the downtown area. David Randle asked if property owners affected by the route would be notified of the Planning Commission hearing. Director Orton said the hearing would be advertised in the newspaper. 75.5 75.6 75.7 ,ii March 4, 1986 76.1 Director Johnson asked the staff for the status of the Gregg Street project. City Engineer Don Bunn reported that the last status report he received from the Highway Department is that the job will be completed. Director Johnson urged the staff to contact the Highway -Department, in light of Gregg Street being closed and in light of the potential closing of North Street. 76.2 A citizen in the audience commented that he had never heard of a city street being closed for seven months and he pointed out that property owners ought to have some input into the bid documents, to tie a contractor into some requirements for keeping the road open. The Mayor noted that the City had no control over the Highway Department's timetable for Gregg Street. The meeting recessed at about 9:23 p.m. and reconvened at about 9:35 p.m. ENGINEERING SERVICES 76.3 The Mayor introduced a report from Cliff Thompson of CH2M Hill regarding construction progress and change orders for the Wastewater Treatment Plant; and consideration of a resolution authorizing an amendment to an Agreement with CH2M Hill for engineering services for an evidentiary hearing granted to Oklahoma by the E.P.A. The Mayor explained that the State of Oklahoma has appealed Fayetteville's split -flow discharge permit and the firm would represent the City at a hearing in Washington, to determine whether the discharge to the Illinois River would violate Oklahoma's water quality standards, and whether or not the technology is suitable for the area. 76.4 Thompson explained the basic contract for construction services is a lump -sum contract, with extra services specifically excluded. Thompson explained the firm would assist the City Attorney by providing him with technical information, and would provide services as specifically requested by the City. Thompson explained the $20,000 figure would be a fixed upper limit, since the extent of the services was not known. 76.5 Thompson reported there were two issues EPA ruled would be included in the hearing. Regarding the issue of the pilot plant data, Thompson explained the first six months of the pilot plant study was to investigate biological treatment only, with the second six months to study a combi- nation of biological treatment and alum, if needed. Thompson said EPA's ruling was made on the first sixmonths' report. Thompson said the final report is now in the hands of the EPA and fully documents that the pilot plant will meet the permit limits, using a combination of biological treatment during a good part of the year, and biological treatment and alum. Thompson stated in the opinion of CH2M Hill there March 4, 1986 is no basis to include this issue in the evidentiary hearing since 77.1 the pilot plant study supports all their previous conclusions. Murphy clarified that the staff requested CH2M Hill provide these services and that the not -to -exceed cost is not a proposal for a $20,000 project. Murphy stated the City would be in a position to very carefully control the cost based on its needs to request assistance. Murphy stated the staff recommends approval. Director Orton, seconded by Johnson, made a motion to approve a resolution 77.3 to authorize execution of an amendment to an Agreement with CH2M Hill for engineering services, at a not -to -exceed cost of $20,000. In answer to a question from Director Martin, Thompson replied that 77.4 an evidentiary hearing is unusual on a permit which has been granted by the EPA. City Attorney McCord noted that CH2M Hill had in the past provided technical information in connection with a hearing held by the Arkansas -Oklahoma Arkansas River Compact Commission. Director Hess asked if data would reflect that the City of Fayetteville 77.5 would not be violating the Oklahoma water quality standards. Thompson stated the issue isn't really one of water quality, because Oklahoma has a law which prohibits any discharge into the Illinois River. Director Hess asked if, according to the data, the discharge would add to the deterioration or worsen the condition of the Illinois River. Thompson said they testified at the Compact Commission hearing that, in their opinion, the addition of a small amount of phosphorous regulated by the permit would have no measurable impact on the Illinois River. 77.2 Upon roll call, the motion passed, 6-0. 77.6 RESOLUTION NO. 31-86 APPEARS ON PAGE 342 OF ORDINANCE & RESOLUTION BOOK XXIII Thompson stated a detailed report was presented at the Board Water 77.7 and Sewer Committee meeting regarding change orders for the Wastewater Treatment Plant project. Thompson noted the total project cost was $20 million and he said, with the exception of the belt filter press added at the discretion of the Board, there has been a contract reduction of $115,000. Thompson reported the contingency fund originally set up for the project included about $160,000 and has grown to about $250,000. Thompson suggested the contingency fund and FY 1986 funds be used to offset the cost of rehabilitating the plant equipment in the existing plant. Thompson said the City budgeted about $400,000 for the next two years to replace equipment. Thompson said the total cost of this replacement would be about $600,000 but he believed about $400,000 of federal funds could be utilized for this purpose. Thompson reported it was learned today that ADPCE will be able to 77.8 grant $150,000 to Fayetteville in addition to the $2.5 million, for • March 4, 1986 78.1 innovative technology. Thompson stated grant funding in the $20 million range is expected before the project is completed. 78.2 Thompson reported that progress towards completion of the Administration Building is only about two or three days behind schedule. Thompson said the plant itself is hoped to be completed on schedule, with mechanical completion scheduled for January 1, 1987, and operational completion by March of 1987. 78.3 In answer to a question from Director Bumpass, City Attorney McCord explained that an attempt will be made to set up a meeting with EPA officials to discuss the practical problems of compliance with the administrative order as presently worded, and the possibility of extension of that order if a delay in the evidentiary hearing is going to be substantial. EMPLOYEE HEALTH INSURANCE 78.4 A resolution was introduced authorizing the Mayor and City Clerk to enter into an agreement with Blue Cross/Blue Shield for employee health insurance for 1986-1987; and to execute the 1986 Retention Agreement. The Mayor noted there would be an 8.3% rate increase, but dependant coverage to students has been extended until the age of 23 at no additional cost. 78.5 Scott Linebaugh explained that the rates would not go up for either the City or the employees because the City has a Stabilization Reserve Fund which will cover the 8.3% increase. 78.6 Director Johnson, seconded by Bumpass, made a motion to approve the resolution. Upon roll call, the motion passed, 6-0. RESOLUTION NO. 32-86 APPEARS ON PAGE 344 OF ORDINANCE & RESOLUTION BOOK xxIII BID AWARD/POLLUTION CONTROL PLANT FURNITURE 78.7 The Board considered the award of Bid 1/672 for the purchase of furniture for the Administration Building at the Pollution Control Plant. 78.8 Director Bumpass, seconded by Johnson, made a motion to award the bid as recommended by Scott Linebaugh. Upon roll call, the motion passed, 6-0. March 4, 1986 BUDGET ADJUSTMENT/EUTHANASIA The Board considered approval of a budget adjustment of $2,000 for 79.1 the purchase of euthanasia solutionfor the Animal Shelter. Director Johnson, seconded by Hess, made a motion to approve the budget 79.2 adjustment. Upon roll call, the motion passed, 6-0. RESOLUTION NO.13-86 APPEARS ON PAGE 352 . OF ORDINANCE & RESOLUTION BOOK XXIII BID WAIVER/SURPLUS FIRE HOSE The Mayor introduced an ordinance waiving competitive bidding requirements, authorization for the sale of surplus fire hose and approval of donations of old fire fighting clothing. The Mayor noted the staff has recommended the hose be sold to surrounding fire departments at 60 cents per foot. The City Attorney read the ordinance for the•first time. Director. Bumpass, seconded by Johnson, made a motion to suspend the rules and place the ordinance on second reading. Upon roll call, the motion passed, 6-0. The ordinance was read for the second time. Director Bumpass, seconded by Johnson, made a motion to further suspend the rules and place the ordinance on third and final reading. Upon roll call, the motion passed, 6-0. The ordinance was read for the third time. In answer to a question from Director Bumpass, Fire Chief Jackson stated there was a great amount of hose to be sold, and that four fire departments had contacted him regarding the protective clothing which has been in storage for about ten years. Jackson pointed out that some volunteer fire departments in the County have no protective clothing at this time. Upon roll call, the ordinance passed, 6-0. ORDINANCE NO.3tl3 APPEARS ON PAGE 505 OF ORDINANCE & RESOLUTION BOOK XXIII BID WAIVER/PAVING FABRIC LAYDOWN UNIT The Mayor introduced an ordinance waiving competitive bidding requirements and authorization to purchase a Paving Fabric Laydown Unit for the Public Works Department, in the amount of $3,240. 79.3 79.4 79.5 79.6 79.7 80 March 4, 1986 80.1 The City Attorney read the ordinance for the first time. Director Bumpass, seconded by Johnson, made a motion to suspend the rules and place the ordinance on second reading. Upon roll call, the motion passed, 6-0. The ordinance was read for the second time. Director Bumpass, seconded by Johnson, made a motion to further suspend the rules and place the ordinance on third and final reading. Upon roll call, the motion passed, 6-0. The ordinance was read for the third time. 80.2 In answer to a question from Director Johnson, Administrative Services Director Linebaugh noted it was anticipated that the unit would be delivered, in which case there would not be a $500 pallet. and freight charge. 80.3 In answer to a question from Director Bumpass, Public Works Director Burch stated he supported the Maintenance Superintendent's recommendation, noting that this kind of equipment is used as standard practice. 80.4 In answer to a question from Director Hess, it was clarified that the equipment would be used for upkeep and maintenance, and not for new construction. 80.5 Upon roll call, the ordinance passed, 6-0. ORDINANCE NO.3t14 APPEARS ON PAGE xxTII BID WAIVER/TRAFFIC CONTROLLERS 506 OF ORDINANCE & RESOLUTION BOOK 80.6 The Mayor introduced an ordinance waiving competitive bidding requirements and authorization to purchase traffic controllers and time -based coor- dination units for the Public Works Department. The Mayor pointed out that, when bids were taken last August, this company submitted the low bid. The Mayor also stated the Traffic Superintendent reports that the city has already purchased the equipment in the past from Pinkley & Associates and the staff recommends the purchase in the interest of having uniform controllers in the city's system. 80.7 The City Attorney read the ordinance for the first time. Director Bumpass, seconded by Johnson, made a motion to suspend the rules and place the ordinance on second reading. Upon roll call, the motion passed, 6-0. The City Attorney read the ordinance for the second time. Director Bumpass, seconded by Johnson, made a motion to further suspend the rules and place the ordinance on third and final reading. Upon roll call, the motion passed, 6-0. The ordinance was read for the third time. March 4, 1986 In answer to a question from Director Bumpass, it was clarified that 81.1 the proposed purchase would not include a traffic controller for the Gregg and North Street signal job. Upon roll call, the ordinance passed, 6-0. ORDINANCE NO. 3175 APPEARS ON PAGE 507 BOOK XXrIL BID AWARD/WHITE HANGER FLOOR OF ORDINANCE & RESOLUTION 81.2 • The Mayor introduced consideration of the award of bid for renovation 81.3_ of the White Hangar floor at Drake Field; and approval of a resolution authorizing a contract with Sweetser Construction Company. Director Johnson, seconded by Bumpass, made a motion to award the 81.4 bid and authorize the contract with the low bidder, Sweetser Construction Company. Upon roll call, the motion passed, 6-0. RESOLUTION NO. 34-86 APPEARS ON PAGE 353 OF ORDINANCE & RESOLUTION BOOK XXIII OTHER BUSINESS SUPERVISORY TRAINING REPORT Ron Raine from Lawrence -Leiter and Company presented a report on the 81.5 Supervisor Training program which had been conducted for supervisory employees in the past two months. Raine reported the program sessions began on January 7, 1986 and covered 81.6 "Job Evaluations and Objective Setting", "Stress and Handling Emotions Tactfully", "Supervisory Training", "EEO and Related Hiring and Firing Problems", and "Problem Solving for Ongoing Use". Raine reported that 75 employees received the training and in general the responses were very positive. Raine stated it would have been difficult to accomplish the program very well without the assistance in coordination from the Personnel Officer, Jeanette Crumpler. Raine, in reporting on his conclusions, stated it was evident that, 81.7 on the whole, the participants knew that change was coming and were pleased to get some basic tools to help them cope with coming changes. Raine noted that it was somewhat confusing to the Public Works employees having Fire and Police employees in sessions together but that he March 4, 1986 82.1 thought this was outweighed by the fact that they all got better acquainted with each other and that good communication between the groups will result. 82.2 Raine made the following recommendations: 82.3 Include the first-line supervisors in decision making; if their ideas aren't appropriate, tell them so and tell them why. 82.4 That first-line managers be kept informed, noting that supervisors do not look very good if the people who work for them have information before they do. 82.5 That "trust" must be earned by actions, that this has begun by hiring new department heads. 82.6 Raine stated tapes of the sessions have been made, to be kept by the City along with lecture materials, so that the program can be ongoing. SIGN ORDINANCE CLARIFICATION 82.7 Director Johnson reported she had requested an opinion from the City Attorney regarding the maximum display surface area for an on-site free standing sign located adjacent to a controlled access highway in a commercial zoning district. Johnson stated she thought some confusion arose over the sign for "El Chico's" restaurant, where the Board determined that the sign, in order to have maximum display surface of 200 square feet, had to be located between the service road and themain highway (rather than the Bypass). Johnson pointed out that this creates a problem because the property located between the service road and the Bypass all belongs to the Highway Department. 82.8 The City Attorney clarified that the' present wording of the ordinance allows a 200 square foot sign to be erected if it is set back a minimum of 40 feet from the street right-of-way of the service road. EMPLOYEE ASSISTANCE PROGRAM 82.9 Director Johnson recommended that Organizational Resources be responsible for a mailing to the City employee's homes advising them of the merits of the Employee Assistance Program, rather than the City being responsible for the costs of the mailing. CITIZEN COMMITTEES 82.10 Director Johnson, Chairman of the Board Nominating Committee, announced that several vacancies exist on the following citizen committees, for terms beginning April 1, 1986: 83 March 4, 1986 Advertising and Promotion Commission Board of Adjustment Board of Housing and Construction Appeals Civil Service Commission Electrical Licensing Board Historic District Commission Library Board • Johnson announced that applications are available at City Hall, with 83.1 the deadline for submission being March 7, 1986. Director Orton pointed out that, in order to qualify as a member of 83.2 the Advertising and Promotion Commission, one must be the owner or manager of a hotel, motel or restaurant. MINUTES The Minutes of the February 18, 1986 Board meeting were approved with 83.3 the following additions: 51.1 Change "...the city's Sign Ordinance." to "...the intent of the city's Sign Ordinance " 54.2 Change "...gone out of business," to " gone out of business in Fayetteville," The Minutes of the February 25, 1986 special Board meeting were approved 83.4 as distributed. ADJOURNMENT With no further business before the Board, the meeting adjourned at 83.5 about 10:27 p.m.